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OPERATIONS & MAINTENANCE

Real Property Inventory (RPI) and Asset Management (RPAM) (/facilities-operations-maintenance/real-property-inventory-rpi-and-asset-management-rpam)

Computer-Aided Facilities Management (CAFM) (/facilities-operations-maintenance/computer-aided-facilities-management-cafm)

Computerized Maintenance Management Systems (CMMS) (/facilities-operations-maintenance/computerized-maintenance-management-systems-cmms)

Comprehensive Facility Operation & Maintenance Manual (/facilities-operations-maintenance/comprehensive-facility-operation-maintenance-manual)

COMPREHENSIVE FACILITY OPERATION & MAINTENANCE

MANUAL
(HTTPS://WWW.ADDTOANY.COM/SHARE#URL=HTTPS%3A%2F%2FWWW.WBDG.ORG%2FFACILITIES-OPERATIONS-MAINTENANCE%2FCOMPREHENSIVE-
FACILITY-OPERATION-MAINTENANCE-MANUAL&TITLE=COMPREHENSIVE%20FACILITY%20OPERATION%20%26%20MAINTENANCE%20MANUAL)
by Glenn Hunt
Peripheral Systems, Inc. (http://www.psi-pa.com/)
Updated:09-12-2016

INTRODUCTION
In the past, during the facility design/build phases, it was uncommon to devote substantial resources to life-cycle
Operation and Maintenance (O&M) concerns. However, it is now widely recognized that O&M represents the WITHIN THIS PAGE
greatest expense in owning and operating a facility over its life cycle. The accuracy, relevancy, and timeliness of well- Introduction
developed, user-friendly O&M manuals are becoming increasingly important. Hence, it is becoming more common for Description
detailed, facility-speci c O&M manuals to be prepared prior to commissioning. The goal is to effectively and Application
ef ciently support the life cycle (/design-objectives/sustainable/optimize-operational-maintenance-practices) of the Related Issues
facility by eliminating unplanned shutdowns and realizing life-cycle cost (/resources/life-cycle-cost-analysis-lcca) Relevant Codes and Standards
savings. Major Resources

This page presents a typical O&M manual development process (see Figure 1). Based on as-built information,
comprehensive facility O&M manuals should include:

System-level O&M information:

Physical Descriptions
Functional Descriptions
Troubleshooting
Preventive Maintenance (Procedures and Schedules)
Corrective Maintenance (Repair Requirements)
Parts Lists
Operation-/Maintenance-Signi cant Drawings

Equipment-speci c O&M information, organized into a vendor/manufacturer data library

DESCRIPTION
Sustainable design (/design-objectives/sustainable/optimize-operational-maintenance-practices) being an integral part of any facility management philosophy, the
O&M manual provides a means to reduce operating costs as part of a comprehensive Maintenance Program, which includes the Maintenance Plan (MP).

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O&M manual content and format requirements are conveyed through a detailed Statement of Work (SOW), suf ciently tailored to satisfy the Owner's Facility
Management (FM) needs. This effort should be considered in the planning and design phases, and is typically carried out in the construction phase. Building
Information Modeling (BIM) (/building-information-modeling-bim) and, in particular, COBie (/resources/construction-operations-building-information-exchange-
cobie), introduced at the front end of the project helps facilitate the entire process.

Figure 1. Operation & Maintenance Manual Development Process

O&M manuals should be developed in a modular, building block style, to simplify the incorporation of new/additional data, such as design/con guration changes, and
to re ect as-built conditions. The manual should be available no later than facility start-up/commissioning (/building-commissioning). However, fast track programs
can be 'front-end loaded' to meet immediate goals; i.e. only that information necessary to train personnel in preparation for systems start-up/commissioning can be
developed rst. It can then be integrated with the overall O&M manual for completion and turnover to the Owner within a speci ed timeframe. Using the manual at
start-up/commissioning affords an additional opportunity for its contents to be veri ed against installed systems.

The efforts of experienced technical writers, editors, engineering technicians, trainers, 3D modelers, illustrators, and software specialists can ensure that an Owner
receives comprehensive, site-speci c (as-built), user-oriented documentation of the highest quality. Those selected to perform the work should have the following
capabilities:

Collect pertinent data through interviews with staff, engineers, equipment manufacturers / installers / integrators, etc., submittals, and on-site veri cation of as-
installed systems/equipment and related physical data collection.

Review, analyze, and evaluate the facility at the system level using engineering/technical data collected.

Identify/develop procedures required to attain the most ef cient systems integration.

Develop the O&M manual contents using terms that maintenance personnel with general technical expertise understand.

Provide a high level of con dence to the Owner's staff, e.g., through accurate content and user-friendly format.

O&M procedures at the system level do not replace manufacturers' documentation for speci c pieces of equipment, but rather supplement those publications and
guide their use. For example, system-level troubleshooting will fault-analyze to the component level, such as a pump, valve, or motor, then reference speci c
manufacturer requirements to remove/clean/inspect/repair/test or replace the component.

Training for new personnel is considered a vital element of operation & maintenance, especially when new equipment is installed or emerging technology is being
employed. It's important to the overall facility management program that facilities personnel be properly instructed and motivated. Training courses will familiarize
personnel with the procedures necessary to operate and maintain complex systems and equipment, often using the system-level O&M manual as a basis of
information. Courses can be developed for presentation by subject-matter experts/trainers, or if speci ed, through computer-based training (CBT) and multimedia
technologies, ideal for individual/self training in either a classroom setting or through the company intranet or over the internet.

O&M manuals, likewise conducive for use in training, can be provided in both paper and as an 'on-line' interactive electronic manuals (IEM) developed using web-based
and other accepted applications (html, xml, PDF, etc.). Training should be ongoing to keep pace with technology and equipment changes in the facility.

A. MAINTENANCE PROGRAM

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Preventive Maintenance (PM) consists of a series of maintenance requirements (/ffc/doe/criteria/femp-operations-maintenance-best-practices) that provide a basis
for planning, scheduling, and executing scheduled maintenance, planned versus corrective (/resources/reliability-centered-maintenance-rcm) for the purpose of
improving equipment life and to avoid any unplanned maintenance activity/minimize equipment breakdowns. These can be de ned through a Maintenance Plan (MP).
PM includes adjusting, lubricating, cleaning, painting, and replacing minor components. Time intensive PM, such as bearing/seal replacement (as identi ed by
predictive maintenance (/facilities-operations-maintenance)), would typically be scheduled/planned for regular plant or 'line' shutdown periods.

The O&M manual itself, and particularly the CMMS or CAFM datea, should be maintained on an as-needed basis, typically whenever systems/equipment are "changed
out."

MAINTENANCE PLAN (MP)

The purpose of a Maintenance Plan (MP) is to describe the best means to maximize equipment operational availability, while minimizing equipment downtime. Once
developed, the MP will typically identify PM task descriptions and schedules, troubleshooting, corrective maintenance (repair) task descriptions, and spare parts
identi cation, stockage (quantity), and any unique storage requirements. This information will be incorporated in the manual, both as tabular data and text.

PREVENTIVE MAINTENANCE DATA

Preventive maintenance (PM) data includes equipment tag information, procedures, replacement parts, special tools, lubrication requirements, service providers,
warranty information, etc. It is often presented in tabular format in the O&M manual. Construction-Operations Building information exchange (COBie
(/resources/construction-operations-building-information-exchange-cobie))If speci ed (based on the draft guide speci cation
(http://projects.buildingsmartalliance.org/ les/?artifact_id=6674), COBie facilitates the capture of real-time as-built asset information by using the collection of
contractor submittals. COBie may also be applied through Building Information Modeling (BIM) technology, although BIM is not necessary to implement COBie. Any
project can take advantage of/utilize COBie to increase the accuracy and timeliness of data that can be incorporated into system-level operation and maintenance
manuals as well as CMMS.

The collection of data can start early in the process as it has been determined that up to 48% of the data is available at the 100% design phase. Stretching out the
process avoids the tsunami of information at handover. The BIM should be used for commissioning, and then the information can be provided immediately for O&M
use the day the facility opens. Using the National BIM Standard-United States (https://www.nationalbimstandard.org/) open information standards will help ensure
that the project is not locked into any one vendor and can use any product that supports the open standard for BIM (/building-information-modeling-bim).

CMMS/CAFM applications typically support facility management needs associated with personnel, leasing, furniture, construction, equipment (including eet
vehicles), labor, spare parts inventory (with bar coding), PM scheduling, work order generation, and associated costs tracking. The CMMS/CAFM products should have
the ability to be tailored to Owner-speci c requirements.

B. O&M MANUAL LAYOUT AND CONTENTS

O&M Manuals provide procedures to operate and maintain a facility's various systems and equipment. It is important to analyze and evaluate a facility from the
system level, then develop procedures to attain the most ef cient systems integration, based on as-built information and the Maintenance Program philosophy. The
following paragraphs provide an example of system-level O&M Manual layout and technical content/description that can be successfully applied to many facility types.

SYSTEM-LEVEL O&M MANUAL LAYOUT

Introduction: Introduces the reader to the facility. Outlines the structure, content, how to use the manual, and includes a brief outline of the various systems
covered. In addition, this chapter contains a list of emergency contacts and a list of supplementary material available on the facility such as:
Design/Construction Speci cations
Submittals File
Completion Report
As-built Drawings
Materials List
Certi ed Tests and Reports
Civil/Sanitary
Mechanical/HVAC
Electrical

Safety Data: Safety hazards commonly associated with the operation of system/equipment applicable to the facility are identi ed and their prevention is
discussed.

Utility Systems: Discusses the various site utility systems that interface with the facility. These include water supply systems, sanitary waste, electrical, natural
gas, communications, security, and storm water, etc.

Building Interior & Exterior: Includes housekeeping and general maintenance of the facility. The importance of conducting an annual inspection is discussed
together with record keeping forms for conducting the inspections.

Plumbing: O&M of the domestic water and sanitary waste systems.

Fire Protection: O&M of the re protection wet/dry pipe sprinkler systems.

Heating, Ventilating & Air Conditioning (HVAC): O&M of the building's HVAC systems, including automated controls and exhaust, space heating, and central air
systems.

Fire Detection & Intrusion Alarms: O&M of re detection, intrusion detection, and alarm systems (wet/dry pipe sprinkler).

Electrical: O&M of power distribution equipment and backup/emergency electrical systems (uninterruptible power supply, generator).

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Conveying Systems: General information and preventive maintenance for elevators, escalators, wheel chair lifts, conveyors, etc.

Other Systems Based on Facility Requirements: General information and preventive maintenance requirements for other systems and equipment not already
identi ed.

Operating Logs: General information and instructions for using maintenance log forms. A listing of maintenance tasks with their recommended frequencies of
performance is included.

Maintenance Charts: Maintenance charts include maintenance frequency checklists, maintenance summary, lamp replacement data sheet, equipment data
sheets, recommended maintenance and service contacts, and a recommended work order form.

Manufacturers' Literature: Identi es manuals, cut sheets, etc., from equipment manufacturers that amplify information provided within the system-level O&M
manual. Manufacturers' literature generally provides procedures to operate, maintain, troubleshoot, and repair speci c items at the equipment level. This
information is contained in a separate volume of binders, identi ed by facility/system, for easy reference. Speci c material or complete documents can also be
electronically scanned for its 'on-line' use, such as linking from the system-level manual.

SYSTEM-LEVEL O&M MANUAL TECHNICAL CONTENT/DESCRIPTION

Description - System-Level: Description of the system and its purpose, how it operates, and any interfaces it may have. A table can provide overall system design
criteria, i.e. ow, pressure, temperature, capacity, power requirements, etc.

Operating Procedures - Controls/Start-up/Shutdown/Emergency Over-Ride/Seasonal Changeover: Operating instructions include equipment con gurations for each
mode of operation, e.g. valve positions, control settings, intended operating strategies, and break-in procedures.

Problems and Solutions - Troubleshooting: System-level troubleshooting tables guide maintenance personnel, via fault tree analysis, in a sequential, step-by-step
isolation of a system problem to identify faulty equipment. Typical malfunctions, tests, or inspections, and corrective actions or recommendations to correct
malfunctions are included.

Preventive (Planned) Maintenance (PM) - Procedures/Intervals: Maintenance tasks are developed for equipment that comprises the system. Preventive and
corrective maintenance are discussed. Scheduled intervals (e.g., daily, weekly, monthly, etc.) are determined and assigned to PM tasks to maximize systems' run
time, thereby reducing corrective maintenance tasks.

FIGURES/ILLUSTRATIONS
Operation-/ maintenance-signi cant gures/illustrations should be included in the manual and referenced from the narrative text. Illustrations can provide the layout
of the overall site-campus/facility/ oor down to systems/equipment and area/room locations. They can be generated for O&M Manual use from BIM/3D models and
engineering drawings that are modi ed for ease of readability in the manual. They typically include the following:

Area oor plans with system/ equipment tags and physical (room) locations identi ed.

Safety warnings and cautions regarding potential hazards, both to personnel and to equipment.

Photographs of systems/equipment with identifying callouts.

Electrical schematics, piping diagrams, and air ow schematics provide equipment interconnections and are important for troubleshooting.

Valve schedules indicating valve number, location, type, size, normal position, and description.

C. ELECTRONIC FORMATS
The elements of narrative text (pdf, html, xml, etc.), graphics including BIM (/building-information-modeling-bim), sound, photographs, and videos can all be organized
into a user-friendly, interactive, stand-alone PC or web-based (e.g., Intranet) application or platform.

For O&M manuals, it is often referred to as the Interactive Electronic Manual (IEM), for training materials, Computer-Based Training (CBT). Similar to this document,
text and graphical information is typically linked to related data within the O&M manual, or to external sources such as an Owner's intranet or the internet, accessed
by a click of the mouse. One caution relative to linking to internet sources is that of security. The Owner's information technology (IT) department should be consulted
in these instances.

Screens can be printed on demand. All information, including text, BIM / 3D models / animations, CAD (http://www.nationalcadstandard.org/) drawings , illustrations,
and digital photographs can be viewed and manipulated (read only) by on-line viewers and can only be modi ed off-line. Updates/modi cations are typically through a
con guration management process and formal authorization.

D. TYPICAL TASK PERFORMANCE

Based on the owner's SOW/scope requirements and maintenance philosophy:

Perform a review and extract as-built information from engineering data such as the basis of design, speci cations, as-built drawings, and submittals,
vendor/manufacturer documentation, site visit(s), etc., to prepare a comprehensive facility maintenance plan.

Organize and develop information into a clear and concise system-level O&M manual.
Physical Descriptions
Functional Descriptions
Troubleshooting
Preventive Maintenance (procedures and schedules)
Corrective Maintenance (repair requirements)
Parts Lists

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Organize and tailor scanned / electronic versions of graphical information (e.g., CAD drawings, BIM/3D models, illustrations, digital photographs, etc.) to
support text.

Compile warranty information.

Compile spare parts lists.

Enter pertinent data via COBie (/resources/construction-operations-building-information-exchange-cobie) for its transfer into the owner's CMMS (/facilities-
operations-maintenance/computerized-maintenance-management-systems-cmms) or CAFM (/facilities-operations-maintenance/computer-aided-facilities-
management-cafm) application for use by the operation and maintenance staff.

Create equipment-speci c O&M information (vendor/manufacture data) library.

Develop training plan, student/instructor guides, presentation materials, etc.

Develop IEM/CBT.

E. CAUTION
Avoid having independent redundant information, such as data in the CAFM/CMMS application and data in a hardcopy facility O&M manual, that are not integrated. If
the information is not linked, then any equipment changes will require updates to both the CAFM/CMMS database and the facility O&M manual.

APPLICATION
This information is applicable to governmental; military; industrial; and commercial facilities such as of ces, laboratories, institutions, historical buildings,
manufacturing, water/wastewater treatment, hangars, test facilities, etc. The philosophy behind the development of supporting O&M documentation is often
predicated on the Owner's O&M organizational capabilities. This in itself may require the performance of a task and skills analysis to ensure that any given facility is
staffed appropriately.

RELATED ISSUES
With the advent of the National Building Information Modeling Standard-US (NBIMS) (http://www.nationalbimstandard.org/), part of the buildingSMART
Alliance (http://www.nibs.org/?page=bsa) initiative, as-built data will still be required to support facilities operation and maintenance. COBie
(/resources/construction-operations-building-information-exchange-cobie) is a method of capturing information typically required during construction and provided
to Owners, typically the same information that is required at project handover.

It is not uncommon that the Owner/Procuring Activity includes its O&M Manuals requirements in the construction contract. When system-level manuals are
speci ed, contractors who may not have the capability internally will typically outsource (subcontract) the effort. However, the Owner/Procuring Activity should
consider the following:

1. The Owner's speci cations should clearly delineate the system / subsystem / major equipment breakdown (usually a functional versus physical breakdown) and
identify the content, format, quality, and quantity of equipment providers' documentation.

2. The Owner's speci cations should indicate that all system-related documentation (system-level O&M manuals, drawings, correspondence, etc.) adhere strictly
to the system breakdown.

3. The Owner should contract directly with the system-level manual developer, not via the construction contractor. The manual developer should report directly to
and be responsible to the Owner, not the contractor. The practice of burying the O&M requirements within the construction contract may streamline
accounting and project management, but it tends to add layers of inef ciency, inaccuracy, and confusionall which can affect timeliness of deliveryto the
actual O&M manual development process.

4. The Owner's speci cations and/or procedures should ensure that equipment providers' documentation is available to the system-level O&M manual developer
in a timely manner, consistent with expected delivery dates.

RELEVANT CODES AND STANDARDS

Custom-developed documentation should meet or exceed the Owner's existing or other accepted commercial standards and practices for both format and content.

ASHRAE Guideline 4-2008 Preparation of Operating and Maintenance Documentation for Building Systems
(http://www.techstreet.com/ashrae/standards/guideline-4-2008-ra-2013-preparation-of-operating-and-maintenance-documentation-for-building-systems?
product_id=1852923)

However, many organizations have developed their own standards which vary from organization to organization. Much is dependent upon the O&M philosophy and
the particular nature and purpose of the facility. For example the U.S. Department of Defense requires the development of a Facility Electronic Operation and
Maintenance Support Information (eOMSI) (/ffc/dod/uni ed-facilities-guide-speci cations-ufgs/ufgs-01-78-24-00-20) manual for a facility that houses engine test
cells. Others may simply require that equipment vendor/manufacturer commercial manuals be organized by service or trade, and compiled in 3-ring binders.

MAJOR RESOURCES
PUBLICATIONS
Defense Acquisition University (DAU) Technical Data & Interactive Electronic Technical Manuals (IETM) (https://acc.dau.mil/CommunityBrowser.aspx?
id=22427)
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NATO Support Agency - Interactive Electronic Technical Manuals (IETMs) (http://www.nspa.nato.int/en/organization/logistics/LogServ/ietm.htm)
FEMP Operations and Maintenance Best Practices Guide (/ffc/doe/criteria/femp-operations-maintenance-best-practices) by the Department of Energy (DOE).

Topics: Operations & Maintenance (O&M) (/wbdg-taxonomy/topics/operations-maintenance-om)

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